Resuming Transportation Operations
Post Disaster
Natural disasters, such as hurricanes, wildfires, heavy rainfalls, and winter storms can bring entire communities—and businesses—to a screeching halt, sometimes for prolonged periods. For motor carriers, resuming operations after such events takes much more than turning the ignition key. It demands a well-thought-out strategy focused on safety, readiness, and regulatory compliance.
The information below provides important considerations for commercial transportation companies to incorporate into their business continuity planning. By addressing these factors in advance, carriers can improve their ability to recover quickly and maintain operational stability following a natural disaster or similar crisis.
GETTING BACK TO BUSINESS
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- Contact state and local emergency management agencies. These offices often work with the Federal Emergency Management Agency (FEMA) to offer recovery resources such as grants, cleanup assistance, and small business support. Integrating these resources into your business continuity planning ensures faster recovery.
- Keep in mind that your community may need your help in providing essential transportation services during the early phases of disaster response and recovery. Consider supporting these efforts.
- Review all relevant federal, state, and local laws and orders that may impact your reopening timeline and adjust your plans as needed.
- Confirm that all evacuation orders and travel restrictions have been lifted in your areas of operation.
- Visit state and local government websites for advisories and guidelines that may impact passenger or freight movement post disaster.
- Monitor emergency declarations and guidance from the Federal Motor Carrier Safety Administration (FMCSA). The agency may temporarily ease certain requirements—such as hours of service (HOS), recordkeeping, or inspections—to interstate motor carriers and drivers providing emergency relief to a disaster area.
- Consult Department of Transportation websites for each state in which you operate. These sites provide essential information on road conditions, closures, detours, and weight limits that may affect your routes.
- Check for current public health directives that may impact business operations and revise safety protocols accordingly.
- Evaluate how the disaster has impacted your operation and target market. Consider whether your pre-disaster business and marketing strategies are still viable. This assessment is critical to sustaining business continuity in the post-disaster landscape.
- If necessary, explore new revenue streams, adjust pricing strategies, and consider targeting different customer segments to maintain or grow your business.
- Consult your insurance broker and carrier before pursuing new business opportunities to assess your current policy(ies) and discuss how changes may impact your coverage. This review will help determine if your company needs more coverage, a different type of insurance, or should be named as an additional insured for new exposures. In some cases, your carrier may not cover—or wish to cover—the new work you plan to undertake.
- If changes in operations occur, update your internal policies, employee base, and/or training accordingly.
- Review company contracts. Consult legal counsel to assess whether current contracts need to be updated to reflect new business strategies.
- Stay in touch with freight brokers and shippers, if applicable. Verify their operational status, delivery capabilities, and any changes in service expectations due to disaster-related disruptions.
- Contact current vendors. Discuss any adjustments that may be needed in your working relationship. Keep in mind that vendors may also be affected by the disaster, so identify alternate suppliers that can support your business recovery.
- Communicate regularly with customers. Share updates on your situation, any temporary or permanent changes to services, and reopening timelines to build anticipation among your most loyal clients. Keeping customers informed is a critical element of business continuity.
- Post the latest developments on your website and social media. Timely information helps manage expectations and maintain trust with key stakeholders as your business resumes operations.
- Understand that getting back on the road may not happen overnight. Be prepared to navigate unexpected obstacles and adjust your approach as needed. Flexibility is essential for successful business continuity planning.
- Reevaluate your company’s emergency preparedness plan based on recent events. Identify weaknesses in your disaster response efforts, revise your plan accordingly, and ensure your team is trained on updated protocols. These proactive steps will help reinforce your long-term business continuity strategy. Consult resources like Lancer’s “Emergency Preparedness for Natural Disasters” and Ready.gov for additional guidance.
EMPLOYEES
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- Determine current staffing needs. Depending on the length and scope of the disaster, your company shutdown may have resulted in layoffs or furloughs, and some employees may have secured positions elsewhere. Your post-disaster business strategies and business continuity plan should help guide decisions about rehiring, restructuring, or recruiting to meet operational demands.
- Be smart when hiring new employees. Maintain strong hiring standards—especially for drivers—as your bottom line and the future of your transportation business depend on the people you put behind the wheel of your vehicles.
- Keep employees updated on your reopening timeline and any role or duty changes (your emergency preparedness plan should include procedures for maintaining reliable communication with employees before, during, and after a disaster). Encourage open dialogue to assess when team members are ready and able to return to work.
- Update job descriptions where duties have changed. Provide the necessary training or cross-training to help employees transition effectively.
- If reopening in phases, have a plan for employees that return in the initial stages as some may have to assume additional responsibilities. Ensure that these individuals are knowledgeable in the areas that they will be handling and have a support system to assist them as needed.
- Ensure new or revised policies and procedures are shared with all affected employees prior to reopening. Be sure that these guidelines are compliant with applicable labor laws and aligned with your overall business continuity strategy.
- Maintain open and transparent communication with employees after reopening. Provide clear channels for feedback, allowing staff to voice concerns, offer suggestions, and help identify what is working or what needs adjustment.
- Recognize that employees may still be recovering personally from the disaster. Offer flexibility and support to aid their transition back to work.
DRIVERS
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- Verify that all driver credentials—such as licenses, medical certificates, and endorsements—are current and valid. Operating with expired credentials can result in violations, fines, or out-of-service orders and seriously disrupt business continuity.
- Review Motor Vehicle Records (MVRs) and DAC reports for returning or rehired drivers. Make sure Driver Qualification Files are complete and up to date.
- Confirm all required drug and alcohol testing and queries are current before allowing drivers to operate a commercial motor vehicle. Consult §382.301 Pre-Employment Drug Testing and the Drug & Alcohol Clearinghouse for further guidance.
- Ascertain whether any returning drivers operated commercial vehicles for other companies during your business closure (multi-employed). If so, be sure to obtain their previous seven (7) days of HOS information before scheduling any trips.
- Provide refresher training and conduct road tests if drivers have been off the road for an extended time. Make sure they are also up to speed on electronic logging devices (ELDs), cameras, and telematics tools. For helpful training resources, visit Lancer’s Safety Stop Blog.
- Evaluate and update procedures related to routing, venue parking, pickup and drop-off, and loading and unloading, especially in areas affected by the disaster. Communicate all changes to drivers and staff to help ensure a safe and seamless return to operations.
- LANCER POLICYHOLDERS: Remind drivers to Report All Accidents to Lancer Insurance Company immediately.
VEHICLES
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- Conduct detailed inspections of each vehicle for damage caused by the natural disaster and/or prolonged inactivity. Even vehicles that appear undamaged may have hidden issues like water damage, rust, fluid degradation, battery failure, pest intrusion, or tire deterioration. Complete all necessary repairs before putting vehicles back on the road to help ensure safe operations and support business continuity.
- Test drive vehicles, especially if they have been idle for some time. Doing so can help identify potential problems.
- Verify that all technology (e.g., ELDs, cameras, and telematics) is functional and software is up to date. Renew contracts with tech vendors as needed. Confirm that each vehicle is equipped with ELD instructions and backup paper logbooks, if needed and required by law.
- Review vehicle maintenance histories and catch up on any missed service milestones. Refer to the owner’s manual for the recommended guidelines or contact the manufacturer for an inspection and preventive maintenance schedule.
- Reach out to manufacturers, dealerships, and service vendors to check for any outstanding vehicle recalls. Review websites for guidance on safely returning vehicles to service and, if applicable, have your maintenance team participate in training sessions. When performing repairs, use manufacturer-recommended replacement parts to help ensure compliance and safety.
- Confirm that all vehicle inspections, registrations, and permits are current. Non-compliance can lead to serious financial consequences and disrupt business continuity. Refer to 49 CFR §396.17 for information on periodic inspections.
- Ensure all vehicle maintenance records are current and compliant with 49 CFR §396.3. Maintaining accurate documentation is critical for passing future inspections, audits, and regulatory reviews.
- Verify that all vehicles are properly covered under your insurance policy before returning them to the road. Consult your insurance broker, if necessary. Additionally, make sure current insurance documents and required paperwork are aboard every vehicle.
- LANCER POLICYHOLDERS: Equip each vehicle with Lancer’s Accident and Claim Reporting Aids. To order, visit our Policyholder Resources page, select your product, and click on “Accident and Claim Reporting Aids” under “Complimentary Services & Resources.” Complete and submit the order form.
For motor carriers, getting back on the road after a natural disaster requires a thoughtful, coordinated approach. By incorporating the considerations outlined above into a comprehensive business continuity plan, commercial transportation companies can navigate recovery responsibly, safely, and lawfully. With natural disasters becoming more frequent and severe, planning ahead is no longer optional, it is essential for long-term operational stability and success.
While we cannot address every challenge you may encounter when resuming transportation operations after a natural disaster, we hope this material offers valuable insights. For additional guidance, Lancer policyholders are encouraged to contact our complimentary SafetyLink Hotline.
This material is for informational purposes only, and is not intended to serve as legal, financial or tax advice. Please consult your company’s legal, tax and accounting professionals before taking any action.
